Required Roles: All Roles
Required Permissions: Workspace Manager
Introduction
This article explains how to invite new users to Kivo, configure their access, and ensure they are set up correctly. Inviting users properly ensures they can log in, access the right content, and participate in training and workflows immediately.
Overview
Workspace Managers can invite new users directly from User Management and configure key settings during setup.
You’ll use this process to:
Add new users to the workspace
Define roles and permissions
Ensure users can access the correct groups, training, and tools
Key capabilities include:
Creating user accounts
Choosing invitation methods (SSO or username/password)
Assigning roles, groups, and access settings
Creating a New User
Step 1 – Navigate to User Management
Click the Settings icon.
Select User Management.
View the list of existing users.
Step 2 – Create the User
Click Create User in the top-right corner.
Enter the required user details:
First name
Last name
Job title
Email address
Role
Specify if the Microsoft account that will be utilized is a different email than the invite email address.
Step 3 – Select Invitation Method
Choose how the user will log in:
Username and Password
Single Sign-On (SSO) (if enabled)
Once submitted, the system creates the user account and assigns a username.
Post-Creation Setup and Access
Group Assignment (Required)
To access content and workflows, users must be added to at least one group.
Assign the user to the appropriate group immediately after creation
Additional Permissions
From the user’s profile, you can:
Designate them as a Training Manager
Designate them as a Workspace Manager
Adjust role-based permissions as needed
Additional User Settings
You can also configure:
Time zone based on the user’s location
Microsoft account details
DocuSign invitations for document workflows
Microsoft and Docusign Integrations
Kivo seamlessly integrates with Microsoft for collaboration on office files and Docusign for Part 11 Compliant approvals.
Microsoft
If the Microsoft account was selected to be different than their login email, specify the Microsoft account here and click Send Invitation.
If the Microsoft account ever changes, reach out to Kivo Support to help facilitate the change and ensure the integration is functioning as expected.
Users will not receive an email address, but will be prompted to login and allow the integration at the time of their first collaboration.
Docusign
If the user will be e-signing documents with the Part 11 Docusign integration, enter the user's email address and click Invite User
Invitations, Login Tracking, and Permissions Confirmation
Invitations
After creating the user:
Check the Invitations tab to confirm the invite was sent.
Invites expire after 30 days. Should an invite expire before it is accepted, or if the user is unable to locate the invite, click the small envelope on the right portion of the screen to send a new invite.
Login Tracking
Workspace Managers can check the Last Login on the user page to verify the user successfully accessed Kivo.
Permissions Confirmation
After assigning a role and adding the user to the appropriate groups, Workspace Managers can check the Permissions Matrix tab to ensure that permissions and access are as expected.
Completing the Process
Once setup is complete:
The user can log in using the selected authentication method
No additional action is required unless access changes are needed
Note: Ensure Training Managers are notified when a new user is added. Any courses assigned to the user’s groups will appear in the Pending Enrollments tab on the Course Builder page, allowing Training Managers to easily assign training based on the Group-Based Training Plan.